Who To Consult
Collect as much information as possible before you start
To make sure your event succeeds; try to get some views from a cross section of your local community. Include for example:
• Friends and neighbours
• Mother and toddler groups
• Youth Clubs
• Amateur Dramatic Societies
• Clubs for older people
• Women’s Institute
• Young Farmers Club
• Residents/Tenants associations
• Local societies – arts, sports or environmental groups
• Residential homes
• Village Hall Committee
• Parish Council members
• Voluntary groups
• Rural development and community associations
• Church groups
• Local artists
• Specialist interest groups – sewing circle or chess club
• Local businesses
• Your district Safety Advisor Group (SAG)
• Call a meeting
• Send a door to door circular
• Write an article for local newsletters
• Have a chat to people informally
• Inform the local newspapers
• Have a stall at an event
• Contact community groups directly
• Have a display in the village hall, church or shop
• Send out a questionnaire
Give Advance Notice
If you are planning an event on a recreation ground or village green ask the landowner and share any plans with the local council at least three months in advance.
Don’t forget to let any local organisations that may be key to allowing or supporting the event, know what you are doing. These may include community or parish councils or the District or County Council, resident or tenant’s associations, hall committees, the local school or faith groups, businesses or landowners. It will help to avoid programme clashes and, if they feel that your event benefits them, you will have the beginnings of a creative partnership.
The District Council Licensing Officer and the local Safety Action Group will be able to advise and would want to hear from anyone organising an outdoor activity for more than 200 people. If the event is happening on a street and likely to disrupt traffic in any way let the County Council Highways Officer know about it.
Use Social Media
The trick to mastering social networks is about integrating them and using them simultaneously.
Facebook: A Facebook page can be used to encourage wider engagement and consultation. In order to get people to “like” your page and to engage with, you need to communicate in a sociable way and avoid the style of a corporate newsletter, annual report or consultation survey (http://www.facebook.com).
Twitter: Twitter can be used to broadcast messages, signpost and share views about your activity or event quickly (https://twitter.com/).
Youtube: If you have some video footage that promotes your event you can share it on Youtube by adding the URL link to your website and emails (http://www.youtube.com).
Blogs: Blogs can be used to let people know about events and to get their feedback. They can be a good indicator of community engagement. They can also be set up very easily to post pictures, videos and other content for people to comment on. It’s an ideal forum for imaginative and speedy debate.
Survey Monkey: A website for anyone who wants to conduct a survey (www.surveymonkey.com)
Dropbox: A website that enables you to transfer large files (including photos) without taking up room in your/their inbox (www.dropbox.com)
Doodle: A website to help you set up meetings (www.doodle.com)
Idea: For more information on how to use social media, see the dedicated section of this website under Publicity.